Member records
Contact details, member ID, health form, signed agreement, documents and private notes on one page.
- Member ID from day one (GP-0001)
- Find anyone by name, phone or ID
- Health questionnaire (PAR-Q)
Every feature
What you get with GymsPilotPro
Every feature, in plain English. All of them are in every plan — plans differ only by how many members, staff and classes you have. The native member app is the one add-on.
- features in every plan
- 31features in every plan
- website languages, 2 right-to-left
- 5website languages, 2 right-to-left
- colour schemes
- 8colour schemes
- optional add-on: the native member app
- 1optional add-on: the native member app
1Front desk & fees7 features
The front desk and the fees
Signing people up, taking the money and knowing who owes what — without a ledger behind the counter.
Desk sign-up
Their details, the package, start date, discount, admission fee, trainer and payment — one form, and a receipt at the end.
- One form: member, package and payment
- Start today, after some days or on a date
- Admission fee charged, waived or changed
Collect fees
Find a member by name, phone or member ID, then renew, clear their dues or sell a first membership — and print the receipt.
- Search by name, phone or member ID
- Collect & renew in one step
- Collect dues against any balance
Part payments & dues
Take part of the fee today, collect the rest as it comes in, and always know who owes what.
- Pay part now, the rest later
- Every instalment recorded with its method
- Balance on the invoice and the receipt
Fee expiry & renewals
Three lists to work through — expiring, expired or unpaid, and dues — each with a Collect button, a CSV and a print-out.
- Expiring in the next N days
- Expired or never paid
- Dues with totals
Members without email
Add members with just a phone number, and give them a username and password yourself.
- A phone number is enough
- Sign in with a username
- Set or generate a password
Switch from other software
Import members and their memberships from a spreadsheet, and check the result before anything is saved.
- Loose column matching, template included
- Preview before anything is saved
- Keeps joining dates and old member numbers
2Check-in3 features
Checking people in
Fingerprint, QR code or member ID — and the desk told, out loud, when a fee needs paying.
Check-in
Fingerprint, QR code or member ID at the desk — and a lapsed fee is called out the moment they arrive.
- Fingerprint desk app for Windows, installed by our team
- QR kiosk on any tablet
- Member ID when a phone is flat
Voice alerts
A different sound for each kind of check-in, then your own words spoken: “Fee expired, please renew”.
- A distinct sound for each kind of check-in
- Your own words, spoken
- “Balance due” warning in amber
Live attendance
Everyone who came in today, who is still inside, and who walked in paid or unpaid — updating as you watch.
- Refreshes every 15 seconds
- Paid, unpaid and balance-due counts
- Member ID, phone and expiry on every row
3Money & reports6 features
Money and reports
Getting paid, and knowing to the day what came in, what went out and what is left.
Payments
Record cash, bank transfer, JazzCash and Easypaisa at the desk, check bank transfer receipts online, and take cards where Stripe is available to your business.
- Cash, bank transfer, JazzCash, Easypaisa at the desk
- Bank transfer with a receipt to check
- Monthly, yearly and class packs
Discount codes
Make a code, choose what it takes off, and set when it stops working.
- Percent off or a fixed amount
- Start and end dates
- Limit how many can use it
Dashboard & reports
Today's money and visitors on the dashboard; any period, and every download, in Reports.
- Today's money and visitors
- Fees due this week
- Any date range
Daily sales report
Every day's takings split into sign-ups, renewals, admission, trainer fees, dues and the shop — and by payment method.
- Sign-ups, renewals, admission, trainer fees
- Dues collected and refunds
- Shop sales in the same table
Profit & loss
Membership, admission, trainer fees and the shop, set against commission, expenses, equipment and salaries.
- Money in: membership, admission, trainers, shop
- Money out: commission, expenses, equipment, salaries
- Each cost counted once
Asset register
Every machine with its price, warranty and service dates — and a reminder before either comes round.
- Cost, purchase date and invoice number
- Warranty end date
- Service due dates
4Shop & receipts2 features
The shop and the till
Drinks, supplements, kit and lockers sold over the counter, with a receipt from your own receipt printer.
Shop & till
Ring up a basket at the desk, see the tax and the change before you take payment, and know what each sale made.
- Basket with tax and discount
- Change worked out on cash
- Stock counted, low stock warned
Thermal receipts
Till and membership receipts sized for 80 mm or 58 mm thermal rolls, with your logo, address and tax number on them.
- 80 mm or 58 mm rolls
- Shop sales and membership fees
- Your logo, details and tax number
5Classes & PT2 features
Classes and personal training
Your timetable, your trainers' diaries, and members booking themselves in.
Class booking
Your timetable goes up once; members tap to book and waitlists fill themselves.
- Repeats every week
- Waitlist moves up on its own
- Rules for late cancels and no-shows
Personal training
Trainers set their free hours; members buy a pack and book the slots.
- Trainer's own calendar
- Packs of 5 or 10 sessions
- Only genuinely free times shown
6Staff & trainers2 features
Your staff and trainers
Rotas, leave and payslips for the team — and trainers paid a salary, a commission or both.
Staff & payslips
Rotas, time off and payslips — and everyone sees only their own part.
- Manager, front desk, trainer, accountant
- Shift rota everyone can see
- Time-off requests to approve
Trainer pay
Give each trainer a salary, a commission per session — a percentage or a fixed amount — or both.
- A salary, or commission only
- Percent or fixed commission per session
- Trainer sold with a membership
7Website, portal & messages6 features
Reaching your members
Your website, the member portal, and the messages that bring people back.
Your own website
A real website at yourgym.com — classes, prices, trainers, blog, map — in your colours.
- Your domain, logo and colours
- People join and pay on it
- Change a price, the site follows
Website editor
Edit the home page, slides, blog and FAQs without waiting on a developer.
- Home page sections and hero slides
- Blog posts and pages
- Testimonials and FAQs
Add-on
Member app
An add-on: a native app in your colours, signed in with a username you issue. It is not in the app stores yet.
- Add-on on Starter and Growth, included in Pro
- Your logo and colours
- Book classes and check in
Member self-service
Bookings, invoices, details and their check-in code — all in the member portal, in every plan.
- In every plan, in the browser
- Adds to the phone's home screen
- Their classes and PT sessions
Email, SMS & WhatsApp
Email and push notifications, plus SMS and WhatsApp through your own provider account — most of it sent for you.
- Class and renewal reminders
- Missed-you and win-back nudges
- Everyone, or just one group
Leads & enquiries
Every website enquiry becomes a lead you can follow up and convert.
- Contact form becomes a lead
- New, contacted, trial, joined
- Notes from every call
8Data & security4 features
Set up, locked down, backed up
Your settings, who sees what, and data that is only ever yours — with a fresh copy every night.
Setup & settings
Country, currency, website language, colours and opening hours are all switches.
- Guided setup on day one
- Country and currency
- Public website in 5 languages
Security & roles
Two-step sign-in, roles for staff, and a record of every change.
- Two-factor sign-in by email
- Sign out every device at once
- Roles decide who sees what
Private database
Your gym gets its own website, its own member portal and its own private database.
- A database per gym
- Never mixed with another gym
- Export everything any time
Backups & restore
Download the whole gym whenever you like; every night an encrypted copy is kept, the last seven at a time.
- Nightly encrypted backup, 7 kept
- Back up now, any time
- Download the whole gym
Nothing on this page is an upgrade or an extra monthly fee — except the native member app. It is an add-on on Starter and Growth, comes with Pro, and is not offered on Basic. Members on every plan use the member portal in their browser.
Ready to run your gym from one place?
Book a demo and see your timetable, memberships and website on GymsPilotPro before you decide anything.